City Council
June 7, 2022
RECOMMENDATION
AGENDA REPORT
Staff Recommends That The City Council:
Adopt A Resolution: (1) Authorizing The City Administrator To: (A) Enter Into An Agreement With The California Governor’s Office of Emergency Services To Receive Up To Fifty -Two Thousand Dollars ($52,000) Of State Homeland Security Grant Program (SHSGP) Gr ant Funds Annually For Fiscal Years (FY) 2020 -2025, And Any Additional Supplemental Annual Funding Not To Exceed Fifty Percent (50%) Of The Original Grant Award, For A Cumulative Amount Not To Exceed Three Hundred And Ninety Thousand Dollars ($390,000); (B) Appropriate And Administer Said Funds; (C) Approve the FY 2020- 2025 SHSGP Recommended Spending Plans; (D) Expend Grant Funds In Accordance With Said Spending Plans Without Further Council Approval Provided The City’s Hiring And Contracting Requirements And Programs/Policies Are Followed; And
(2) Authorizing A General -Purpose Fund Contribution at a Rate Of 13.34% To Cover Disallowed Central Service Overhead (CSO) Charges Estimated at Six Thousand, Nine Hundred Thirty-Seven Dollars () Annually For Each Fiscal Year From 2020 -2025, For A Cumulative Amount Not To Exceed Thirty Four Thousand Six Hundred Eighty Five Dollars ($34,685); And (3) Waiving the City’s Advertising And Competitive Bidding And Purchasing Requirements For Procurement Of Equipment When Required by the Grant.
EXECUTIVE SUMMARY
Passage of the proposed resolution will authorize the City Administrator to enter into a grant administration agreement with the California Governor’s Office of Emergency Services (Cal OES) for FY 2020, to accept, administer, appropriate and expend the FY 2020 SHSGP funding for this grant year as per the Grant award/agreement and recommended spending plan, and to waive the City advertising and competitive bidding and purchasing requirements for procurement of equipment when required by the grant funds. The term of this Agreement shall commence in Federal Fiscal Year 2020 performance period and shall end on the end of Fiscal Year 2025 performance period.
TO: Edward D. Reiskin FROM: Reginal Freeman
City Administrator Fire Chief
SUBJECT: FY 2020-2025 State Homeland
Security Grant Program
DATE: May 13, 2022
City Administrator Approval Date: May 24, 2022
Edward Reiskin, City Administrator
Subject: FY 2020-2025 State Homeland Security Grant Program Date: May 13, 2022 2
City Council
June 7, 2022
The acceptance of the FY 2020 SHSGP grant will provide training opportunities and deliver capabilities to the Communities of Oakland necessary to respond to and recover from natural, technological, or human-caused disasters, and other hazards that may impact the Bay Area. This training will support the development and expansion of Community Response teams in line with the Community Emergency Response Team (CERT) program. The grant will accomplish this by providing staffing for the Emergency Management Services Division through the Management Intern position, staff overtime funding for CERT community events and training, as well as purchasing training equipment to maximize the training experience.
BACKGROUND / LEGISLATIVE HISTORY
The Community Emergency Response Team (CERT) concept originated in the Los Angeles Fire Department in 1985 to provide important emergency response training to community members to aid in post-disaster response. In 1993, the program was adapted and adopted on a nationwide scale. CERT Programs provide community members with important and helpful training to increase their personal preparedness and equip them to assist in emergency response when a disaster occurs.
The City of Oakland’s CERT program falls under the larger Communities of Oakland Respond to Emergencies (CORE) program, which includes volunteer management initiatives, personal emergency preparedness classes, and disaster service worker enrollment and management. To incorporate national standards and programs, the CORE program was restructured to include the CERT program and allow community members to train as Disaster Service Worker Volunteers.
There are CERT programs and teams in all 50 states, including tribal nations and U.S. territories.
While each CERT program is unique to its community, each is essential to build the Culture of Preparedness within the United States. There are over 2700 CERT programs and more than 600,000 individuals have been trained since CERT became a national program in 1993.
The purpose of the SHSGP Programs is to provide financial assistance towards the planning and organizing required to equip and train communities seeking to build a community -based emergency response effort. With the CORE program, Oaklanders have the opportunity to play an active role in the city’s resiliency and ability to recover. The CERT program allows Oakland to enhance our ability to respond and recover from natural, technological, or human- caused disasters, and to assist sworn emergency response teams in alignment of the five mission areas of the National Preparedness Goal.
The last SHSGP grant awarded to the City of Oakland was approved by City Council February 18, 2020 under Resolution Number 88049 C.M.S.
Edward Reiskin, City Administrator
Subject: FY 2020-2025 State Homeland Security Grant Program Date: May 13, 2022 3
City Council
June 7, 2022
ANALYSIS AND POLICY ALTERNATIVES
The City of Oakland Fiscal Year (FY) 2020 SHSGP grant proposal was approved by CalOES and the City of Oakland has been awarded a grant allocation of up to fifty-two thousand dollars ($52,000), for FY 2020 as part of the investment into the program.
The following program/project initiatives and objectives have been authorized and approved by the California Governor’s Office of Emergency Services:
• Provide resources, tools and funding towards the development of Oakland’s CORE and CERT programs in order to tr ain a total of 200 individuals annually representing neighborhoods across Oakland. Training includes 6 -weeks of online, self -directed education using formal modules developed by FEMA and the California Specialized Training Institute (CSTI) and weekly offic e hours sessions hosted by EMSD Staff and Sworn Firefighters trained in the curricula.
• Increase community engagement with the ReadyOakland campaign through installation of community “check -ins” throughout Oakland’s Downtown, East, West, North, and Hills neighborhoods. These check-in stations will include QR codes to allow individuals to sign up for CERT training, learn about personal emergency preparedness, learn about the hazards Oakland faces, and sign up for the county-wide emergency notification system AC Alert. OFD anticipate this will increase AC Alert participation by 5000 sign-ups.
• Increase neighborhood representation of EMSD by providing information on CERT and CORE trainings during community meetings or events in 12 new neighborhoods across Oakland, especially targeting communities highlighted by OakDOT’s Equity Map . The
team will also prepare a toolkit to share with community members that share best practices to develop and maintain CERT teams within their neighborhoods. This resource will be available for all Oaklanders and share information on developing CERT teams and resources within the community.
In 2021, the City Council approved a two- year budget of $130,000 annually to support the enhancement of CERT/Emergency Preparedness training. This funding was calculated to support staffing and supplies for four in person CERT skills sessions per year and personal emergency preparedness training. 2021 was the first fiscal year a general -purpose fund line item authorization supporting emergency preparedness, training, and outreach was approved.
This funding, combined with the SHSGP grant supported six CERT training events, one personal emergency preparedness training, multiple outreach events, and public notification and warning.
Justification of Waiver
The City should waive City advertising and competitive bidding and purchasing requirements for procurement of equipment when required by the grant funds. The City is required to include the waiver language for federal grants. It is a condition of the grant to not allow the local, small business preference. The Small and Local Business Enterprise preference is only the one part of Edward Reiskin, City Administrator
Subject: FY 2020-2025 State Homeland Security Grant Program Date: May 13, 2022 4
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June 7, 2022
the City procurement process not followed for federal grants. All other City policies will be followed when purchasing is required.
The Communities of Oakland Respond to Emergencies Program including the CERT training advances two City-wide priorities: 1) holistic community safety, and 4) responsive, trustworthy government. Accepting the requested funded has supported this program for the last several years and provides a consistent funding stream to maintain the training and outreach program.
Not accepting this funding would place the sustainability of the program at-risk in future fiscal years.
FISCAL IMPACT
Approval of the proposed resolution will authorize the acceptance and appropriation of FY 2020- 2025 SHSGP grant funds.
FY 2020- 2025 SHSGP grant funds will be deposited into the U.S. Department of Homeland Security Fund (2123), Emergency Management Services Division Organization (20711), Project (TBD), Miscellaneous Federal Grants Revenue Account (46129).
AMOUNT OF RECOMMENDATION/COST OF PROJECT ANNUALLY:
Grant Amount: $52,000
Performance Period: September 1, 2020 to May 31, 2023
Table 1: Cost Elements of Agreement/Contract:
Project Title Amount
CORE and CERT Program Costs $52,000
Total $52,000
This report authorizes the use of the General Purpose Fund to cover the cost of disallowed Central Service Overhead (CSO) charges affiliated with said grant.
PUBLIC OUTREACH / INTEREST
Community members within Oakland are welcomed to participate in the CORE and CERT programs. Additional information can be found on the ReadyOakland page on the City of Oakland website: https://www.oaklandca.gov/services/readyoakland.
COORDINATION
The CORE program requires coordination and collaboration between community members, the Fire Department, and the City of Oakland. OFD’s Emergency Services Division consulted with the Edward Reiskin, City Administrator
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Budget Bureau and City Attorney in the preparation of both the grant application and this agenda report. This coordination ensures that the CORE program is funded and can support the City of Oakland’s response in case of a disaster.
SUSTAINABLE OPPORTUNITIES
Economic: In keeping with the mission areas of the National Preparedness Goal: respond and recover; CORE training and practice aligns with EMSD’s preparation of efforts in keeping the City of Oakland resilient in the face of disasters, which supports the City of Oakland as a desirable place to live, work and play; and continually encouraging and attracting visitors from around the globe, who spend $16.6 million dollars daily throughout the region.
Environmental: Emergency management programs proactively approach the rising risks and threats that are a result of climate change. With preemptive training and practice, Oakland’s citizens are better prepared to respond and recover from the increased risks of natural disaster due to climate change. Through the CORE and CERT programs, Oakland communities can thrive in the aftermath of disaster to become more environmentally sustainable and physically survivable.
Race and Social Equity: Historically marginalized communities are often hardest hit by disasters and are often unable to fully recover. CORE and CERT trainings support personal preparedness across the City and EMSD staff is developing outreach strategies into these most at -risk communities. EMSD staff is also fostering partnerships with grassroots organizations within Oakland neighborhoods highlighted by the OakDOT Equity Toolbox. Emergency management practices encourage a holistic approach for incorporating ideas of sustainability, resilience, and social equity.
Edward Reiskin, City Administrator
Subject: FY 2020-2025 State Homeland Security Grant Program Date: May 13, 2022 6
City Council
June 7, 2022
ACTION REQUESTED OF THE CITY COUNCIL
Staff Recommends The City Council Adopt A Resolution: (1) Authorizing The City Administrator Or Designee To: (A) Enter Into An Agreement With The California Governor’s Office of Emergency Services To Receive Up To Fifty -Two Thousand Dollars ($52,000) Of State Homeland Security Grant Program (SHSGP) Grant Funds Annually For Fiscal Years (FY) 2020- 2025, And Any Additional Supplemental Annual Funding Not To Exceed Fifty Percent (50%) Of The Original Grant Award, For A Cumulative Amount Not To Exceed Three Hundred And Ninety Thousand Dollars ($390,000); (B) Appropriate And Administer Said Funds; (C) Approve The FY 2020-2025 SHSGP Recommended Spending Plans; (D) Expend Grant Funds In Accordance With Said Spending Plans Without Further Council Approval Provided The City’s Hiring And Contracting Requirements And Programs/Policies Are Followed And Without Further Council Approval; And (2) Authorizing A General-Purpose Fund Contribution at a Rate Of 13.34% To Cover Disallowed Central Service Overhead (CSO) Charges Estimated at Six Thousand, Nine Hundred Thirty - Seven Dollars () Annually For Each Fiscal Year From 2020-2025, For A Cumulative Amount Not To Exceed Thirty Four Thousand Six Hundred Eighty Five Dollars ($34,685); And (3) Waiving the City’s Advertising And Competitive Bidding And Purchasing Requirements For Procurement Of Equipment When Required by the Grant.
For questions regarding this report, please contact Jessica Feil, Emergency Services Manager, Emergency Management Services Division at (510) 238-6067.
Respectfully submitted,
Reginald Freeman
Fire Chief
Prepared by:
Jessica Feil
Emergency Services Manager